Director of Operations

Role Overview

Our boutique beauty PR agency is seeking a high-caliberDirector of Operationsto serve as the operational backbone of our organization. This is an executive-level leadership role designed for a "systems-first" thinker who can manage the agency’s infrastructure with minimal oversight.

As the Director of Operations, you will bridge the gap between vision and execution. You won't just manage tasks; you will own the agency’s operational cadence, refine our systems, and lead team accountability. We are looking for a proactive partner who reduces the CEO's operational load by anticipating needs two steps ahead and solving problems before they escalate.

Position Details
* Employment Type:Full-Time Independent Contractor
* Compensation:Market Related
* Hours:40 hours/week (Fixed Schedule: 9:00 AM – 6:00 PM EST)
* Location:Remote (Latin America or South Africa preferred)
* Reporting To:Founder & CEO

Core Responsibilities

Team Accountability & Workflow
* Operational Cadence:Own daily Asana management, tracking deadlines, and ensuring team members stay on schedule.
* Accountability:Lead weekly team check-ins; identify and resolve bottlenecks or capacity risks proactively.
* SOP Development:Audit existing processes and build/refine Standard Operating Procedures (SOPs) for onboarding, reporting, and internal communications.

New Business & Research Support
* Prospect Intelligence:Conduct deep-dive research into target brands (funding, decision-makers, current PR agency relationships) to build a prospect library.
* Meeting Prep:Generate one-page pre-call briefs and polish pitch decks/capability presentations using existing templates.
* Pipeline Management:Manage post-meeting follow-ups and lead the transition from signed contract to client onboarding.

Vendor & Financial Management
* Vendor Relations:Research, vet, and negotiate terms with US-based vendors and contractors; maintain organized contract records.
* Financial Oversight:Process timecards, invoices, and expense reports weekly; flag discrepancies with recommended resolutions.

HR & Hiring Support
* Talent Acquisition:Write job descriptions, screen resumes, and conduct first-round candidate screenings to streamline the hiring process for the CEO.
* Onboarding:Manage documentation and system access for all new contractors.

Candidate Profile

Hard Skills & Qualifications
* Experience:5+ years in Operations, Executive Assistance, or Agency Management at a senior level.
* Tools:Expert-level proficiency inAsana(or similar PM tools) and AI tools (Claude, ChatGPT) for research and drafting.
* US Context:Prior experience supporting US-based clients or businesses remotely is strongly preferred.
* Communication:Exceptional written and verbal English; ability to synthesize complex research into actionable summaries.
* Logistics:Reliable high-speed internet and a dedicated, professional home workspace.

Soft Skills (The "Must-Haves")
* Executive-Level Thinking:The ability to operate independently and make confident decisions within your scope.
* Proactive Ownership:You bring solutions to problems, not just observations.
* Direct Communication:High emotional intelligence paired with the ability to hold team members accountable professionally.
* Intellectual Curiosity:A natural drive to research US industry events, media landscapes, and competitive benchmarks without being prompted.

What to Expect
* High Autonomy:We provide the tools and context; we expect you to run the engine.
* Structured Success:You will have a clear 30/90-day onboarding plan with defined success criteria.
* Consistent Rhythm:Daily async updates via Asana and weekly video syncs with the CEO.

Why This Role?

This is a rare opportunity for a top-tier operator in Latin America or South Africa to take a seat at the leadership table of a growing US agency. You will have a direct impact on the scale and efficiency of a boutique firm representing some of the most exciting brands in the beauty industry.